MINISTRY OF EDUCATION

FIJI YEAR 9 FINAL EXAMINATION 2016

OFFICE TECHNOLOGY

Time Allowed: 2 hours

(An extra 10 minutes is allowed for reading this paper.)

INSTRUCTIONS

1. Write your Name and Year Level on the front page of the Answer Booklet.

2. Write all your answers in the Answer Booklet provided.

3. If you use extra sheets of paper, be sure to show clearly the question
number(s) being answered and to tie each sheet in your Answer Booklet at
the appropriate places. Ensure that your Name and Year Level is written on
the extra sheets.

4. Answer all the questions with a blue or black ballpoint pen or ink pen. Do not
use red ink. You may use a pencil only for drawing.

5. You may use a calculator, provided it is silent, battery-operated and non-

programmable.

6. There are three sections in this paper. All sections are compulsory.

SUMMARY OF QUESTIONS

Total Suggested
Section Guidelines Mark Time

A There are thirty multiple-choice questions. 30 36 minutes

All the questions are compulsory.

B There are five questions. 50 60 minutes

All the questions are compulsory.

C There are two questions. 20 24 minutes

All the questions are compulsory.

TOTAL 100 120 minutes

COPYRIGHT: MINISTRY OF EDUCATION, FIJI, 2016.

 2.

SECTION A MULTIPLE–CHOICE QUESTIONS [30 marks]

The thirty multiple-choice questions in this section are all compulsory.

Each question is worth 1 mark.

INSTRUCTIONS FOR MULTIPLE–CHOICE QUESTIONS

1. In your Answer Booklet, circle the letter which represents the best
answer. If you change your mind, put a line through your first choice
and circle the letter of your next choice.

For example: 6 A B C D

2. If you change your mind again and like your first answer better, put a
line through your second circle and tick () your first answer.

For example: 6 A B C D


3. No mark will be given if you circle more than one letter for a question.

1. A formal greeting that receptionists should use to welcome visitors is

A. Hi.
B. Hello.
C. Good day.
D. Good morning.

2. Which of the following writing materials is used for recording telephone

messages?

A. Writing pad
B. Message pad
C. Writing paper
D. Message paper

3. People that visit the office themselves are called

A. clients.
B. customers.
C. personal callers.
D. telephone callers.

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4. One of the types of visitors in an office is those expected without

appointments. Which of the following is an example of this type of visitor?

A. Applicants for jobs

B. Customers making complaints
C. People making enquiries about products
D. Couriers making deliveries and collections

5. The first impression visitors receive when entering the reception area
reflects the

A. office.
B. business.
C. secretary.
D. receptionist.

6. Which office role supports the primary concern of the business?

A. Primary
B. Secondary
C. Controlling
D. Complementary

7. Office operations are tasks which are performed to carry out the

A. business functions.
B. administrative functions.
C. marketing of goods and services.
D. production of goods and services.

8. Which component of an office refers to office equipment such as computers?

A. Tools
B. People
C. Records
D. Other resources

9. A conventional office layout has work areas that are separated by

A. book shelves.
B. filing cabinets.
C. permanent walls.
D. acoustic screens.

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 4.

10. Which of the following office layouts would reduce privacy?

A. Closed
B. Modern
C. Standard
D. Open-plan

11. Management of time is an essential skill for employees who want to be more

A. excited.
B. efficient.
C. dramatic.
D. pragmatic.

12. Today’s modern office can operate without a

A. computer.
B. telephone.
C. typewriter.
D. photocopier.

13. The device shown in the picture below is a

Source: https://www.google.com/search?q=pictures

A. laptop.
B. scanner.
C. digital camera.
D. multimedia projector.

14. Which of the following machines replaced the duplicating machine?

A. Printer
B. Computer
C. Laminating
D. Photocopier

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15. In which menu would you find the cut, copy and paste icons?

A. View
B. Home
C. Insert
D. Page Layout

16. An animated slide in a PowerPoint is produced from

A. clip art.
B. graphic.
C. formula.
D. media clip.

17. A series of icons representing various commands on a computer screen is

found in the

A. menu.
B. toolbar.
C. window.
D. software.

18. An insertion point on the computer indicates

A. the source for assistance.

B. the beginning of a new page.
C. an error in a sentence structure.
D. the position where a data may be entered next.

19. Which of the following computer software allows a user to type a letter?

A. System software
B. Graphics software
C. Antivirus software
D. Application software

20. Which of the following examples of a search engine address is correct?

A. http://www.yahoo.com
B. http://www.com.yahoo
C. http://com.www.google
D. http://com.google.www

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© MINISTRY OF EDUCATION, FY9FE 2016: OFFICE TECHNOLOGY.
 6.

21. What is the name of the web browser shown in the picture below?

Source: www.google.com/search?q=picture

A. Opera
B. Mozilla Firefox
C. Google Chrome
D. Internet Explorer

22. Which of the following describes the unauthorized and illegal copying of
software programs?

A. Hackers
B. Computer virus
C. Computer crime
D. Software piracy

23. In which part of the Google webpage, the search results pages can be located?

A. Top
B. Left
C. Right
D. Bottom

24. Word processing software enables the users to

A. calculate and update budgets.

B. create, edit and save text based documents.
C. list and organise files about one particular subject.
D. store columns and numbers which can be calculated easily.

25. The accuracy and attractiveness of a typed document is determined by the

way it is

A. filed.
B. edited.
C. browsed.
D. displayed.

© MINISTRY OF EDUCATION, FY9FE 2016: OFFICE TECHNOLOGY.

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26. The function of the caps lock is to

A. type initial capital letters.

B. type continuous capital letters.
C. move the capital letters to the next sentence.
D. move the capital letters to the next paragraph.

27. The transmission of a message, an idea, attitude or emotion from one

person to another is termed as

A. media.
B. language.
C. conversation.
D. communication.

28. A message that is composed and received on a computer screen

connected to modem is known as

A. a report.
B. an email.
C. a fax message.
D. a memorandum.

29. The source of information in a communication process is the

A. sender.
B. receiver.
C. channel.
D. feedback.

30. Which of the following clearly defines the communication process between
two managers of an organisation?

A. Lateral
B. Vertical
C. Horizontal
D. Hierarchical

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© MINISTRY OF EDUCATION, FY9FE 2016: OFFICE TECHNOLOGY.
 8.

SECTION B SHORT ANSWER QUESTIONS [50 marks]

The 5 questions in this section are all compulsory. Each question is

worth 10 marks.

QUESTION 1 (10 marks)

Match the terms in List A with the descriptions in List B. Write the letters
of the descriptions from List B in the spaces provided beside the numbers
1 to 10 in your Answer Booklet.

List A List B
1. Shorthand A. The mode of sending the message.

2. Stenographer B. Enables you to quickly find the right

word with similar meaning.
3. Monitor C. It automatically moves the insertion point to the
next line once the current line is full.
4. Toolbar D. Provide synonyms, antonyms and related words
for a selected word or phrase.
5. Graphics E. Prioritise duties in order of urgency and organise
time in which duties are completed.
6. Ergonomic F. Containing icons or graphical representations
for commonly used commands.
7. Time G. A trained professional whose work involves
Management transcribing verbal communication in business
meetings.
8. Transmitter H. Looks for misspelt words and problems with
capitalization, punctuation and sentence
structure.
9. Thesaurus I. Present visual images of text and graphics.

10. Word wrap J. The process of designing or arranging

workplaces, products and systems so that they
fit the people who use them.

K. Objects such as lines and shapes which

can be created using drawing program.
L. Writing of signs for sounds.

© MINISTRY OF EDUCATION, FY9FE 2016: OFFICE TECHNOLOGY.

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QUESTION 2 (10 marks)

(a) Study the window below and answer the questions that follow.

Source: http://www.bing.com/images/search?

(i) Name the program used in this presentation. (1 mark)

(ii) List the first two steps for inserting sound in the
above presentation. (2 marks)

(iii) State the difference between animation and transition. (2 marks)

(b) Given in the table below are four steps in accessing the internet.
The steps are not in their correct order.

1. Open a browser.
2. Turn the computer on.
3. Type the URL address you want to visit and press enter.
4. Connect the internet.

Re-arrange the steps to indicate their correct order by writing the

numbers in the boxes provided. (4 marks)

(c) State the function of the enter key. (1 mark)

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© MINISTRY OF EDUCATION, FY9FE 2016: OFFICE TECHNOLOGY.
 10.

QUESTION 3 (10 marks)

(a) Study the picture below and answer the questions that follow.

Source: Office Technology for Year 9 Textbook, Ministry of Education, 2013.

(i) Name the office layout shown above. (1 mark)

(ii) List two work places where this office layout is used. (2 marks)

(iii) State two advantages of the office layout shown above. (2 marks)

(b)
(i) State why it is important to answer the telephone promptly
in an office. (1 mark)

(ii) Explain why it is important to use a professional voice and

manner when handling telephone calls in an office. (2 marks)

(iii) Explain what the caller needs to do before making an

outside call from an office. (2 marks)

© MINISTRY OF EDUCATION, FY9FE 2016: OFFICE TECHNOLOGY.

 11.

QUESTION 4 (10 marks)

(a) Refer to the diagram of a keyboard given below and answer the questions
that follow.

(b) (c)

(a)
(d)

Source: www.google.com/search?q=picture+of+keyboard&biw

(i) Name the keys labelled (a), (b), (c) and (d) on the above keyboard.
(4 marks)

(ii) State the function of the delete key and shift key. (2 marks)

(b) Refer to the window below and answer the questions that follow.

(i) Name the font type used in the above document? (1 mark)

(ii) State the difference between font colour and shading. (2 marks)

(iii) In which menu can WordArt be found? (1 mark)

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© MINISTRY OF EDUCATION, FY9FE 2016: OFFICE TECHNOLOGY.
 12.

QUESTION 5 (10 marks)

(a) Study the communication model below and answer the questions
that follow.

Sender Transmission Receiving Receiver

channel channel

(i) List two factors that will determine how effective the sender
will be. (2 marks)

(ii) Name two receiving channels and describe how these channels
receive the message. (4 marks)

(b) The secretary in an office needs to be cautious with her posture in

order to avoid back pain. State two ways of preventing back pain. (2 marks)

(c) State the difference between title bar and task bar. (2 marks)

© MINISTRY OF EDUCATION, FY9FE 2016: OFFICE TECHNOLOGY.

 13.

SECTION C PARAGRAPH WRITING [20 marks]

The four questions in this section are all compulsory. Each question is
worth 5 marks.

QUESTION 1 General Office Technology (5 marks)

In a paragraph, discuss five skills an efficient secretary in an office should

possess in order to fulfil the roles and duties of the position.

QUESTION 2 Word Processing (5 marks)

In a paragraph, discuss five types of visual aids that are used to present information
to audience.

QUESTION 3 Office Roles and Functions (5 marks)

In a paragraph, discuss five areas of operation necessary for an organisation to be

effective.

QUESTION 4 Personal and Telephone Callers (5 marks)

In a paragraph, discuss five issues that the caller needs to confirm with the receiver
when leaving messages through telephone.

THE END

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COPYRIGHT: MINISTRY OF EDUCATION, FIJI, 2016.